After dealing with the technical setup, we have some pointers on how to introduce our tool to the employees in your organization.

Change management is hard since users have to learn a new way of doing things, which can be scary. That's why we recommend that you spend some time getting users ready before we start sending emails and doing bulk cleanups.

Explain that there is a new service coming

As new tools come, Tricent is very unthreatening. Make sure the users know that we will not delete anything and that we are just here to make life easier and safer for them. An outline of the initial communication could look something like this:

Hi {user},

 

In about a week, on {date}, we will be introducing a new tool to help you clean up shared files. When it starts running, you will receive some emails detailing what externally shared files it is currently wanting to unshare, as well as when they will be unshared if you do nothing.

 

If you do not want the files to be unshared, you can follow the link in those emails and extend the duration of the sharing very simply, so don't worry about losing anything.

 

When we get closer to the launch date, you will get a reminder about this, as well as details on a bulk cleanup, where we unshare all files that have been shared but not modified for more than a year.

 

For now, there is nothing more for you to do, but we wanted to let you know that something is coming. If you want to learn more about the service, you can head over to support.tricent.com.

 

All the best,

Your friendly IT department

That, or something like it, should give a basic explanation of what is going on. It can be a good idea to have a statement about the dangers of sharing files externally for too long, coming from the top of the organization as well, to underline the importance.

Give a heads-up that users will start to receive emails about their shared files being unshared

A few days before launch, follow up with another email detailing the communications they will receive from us, as well as what happens. 

Hi again {user},

As we notified you about recently, we are now rolling out Tricent to the organization.

That means you will soon start receiving emails showing a list of files to clean up, starting from 7 days before they will automatically be unshared, then three days, the day before, and when they have been unshared.

If you do not want the files unshared, you can click on the link in the emails and 'safelist' the files to remain shared for a longer duration.

You can read the documentation to learn more at support.tricent.com.

 

All the best,

Your friendly IT department

If you are planning on doing bulk clean-ups (and you should), let your users know ahead of time

It is almost always good to start with a bulk clean-up session where you unshare all files that have not been modified for 12-18 months to get rid of legacy sharings. But before doing so, we recommend that you inform your users on the what, when, and why of that cleanup.

We also recommend that you schedule such a clean-up once or twice every year to get to the bottom of your organization's older shared files.

Users are greeted with a short adoption flow

Once your organization has been onboarded, and Tricent is live, we assist your users' understanding of the product through an in-app adoption flow. On their initial login at app.tricent.com, they will be greeted with a short seven-step tour with tips on navigation.

The tour also introduces the users to support.tricent.com, where they can find a deeper introduction to the product through videos, articles, and answers to frequently asked questions.

If the users find the tour irrelevant, they can quickly navigate away, and they will only be offered this guide once.